School Bus & Motorcoach Operator Modernizes Operations with busHive

For Denny Bus Lines in Acton, Ontario, transitioning from manual record keeping systems to integrated charter software paid off in multiple ways. In addition to improved efficiency, busHive software helped this school bus and motorcoach operator better serve drivers and generate more insights into its operations.

Denny Bus Lines is a family-owned business that serves the greater Toronto area and all of southern Ontario.

Fast Facts

• School Buses: 70
• Motor Coaches: 18  
• Drivers: 70

PROBLEM: Pen and paper and an outdated charter software program

Denny Bus Lines owner-operator Shane Marshall said that when he took the reins of the family business, the company had been operating for decades largely using manual systems to manage daily operations. During the school year, drivers would pick up and return handwritten slips of paper to know the specifics of their assigned runs each day. Charter drivers would get either handwritten or typewritten slips with trip information.

The company used an outdated charter software program to book its trips and manage reservations, but Marshall said the program was missing several key features, including an integrated dispatching platform and a driver portal.

For charter trip quotes, the company was relying on Google Maps to calculate mileage and trip duration.

“We wanted to build a stronger foundation for the business,” Marshall said. “I was looking for something with a more modern approach that would help us manage different operational aspects more effectively.”

SOLUTION: Finding the right software for the business 

Marshall said he began searching for a digital solution that could replace the company’s manual systems and provide more comprehensive operational tools. He attended a demonstration at the Ontario Motor Coach Association and was impressed with the capabilities that busHive provided. 

“It was a very good demonstration,” Marshall said. “I could see how the software would be able to help us manage everything that we’re trying to accomplish, and I especially liked the driver portal.”

As Marshall discovered, busHive software provides a comprehensive suite of features, including: 

• Quoting and PC Miler integration for automatic time and distance calculations
• Dispatching platform with real-time driver and vehicle availability
• Vehicle maintenance tracking and management
• Payroll statements generated from trip and route data
• Printable itineraries for drivers
• Customizable reports for operational insights

Marshall said that busHive’s training program helped ensure that drivers and office staff could successfully adopt the new systems. The training was conducted both in person and online, with ongoing support available as needed.

BENEFITS: Efficiency, insights, and better driver support

After implementing busHive, Marshall said he was pleased with how the software helped the company in multiple operational areas.

Driver management and communication: Marshall said that one of busHive’s most valuable features is the driver portal, which allows drivers to access their assignments digitally instead of relying on handwritten slips. The company’s 75 school bus drivers and 40 pool drivers can all access their schedules and trip information through the portal.

“The drivers really like the portal,” Marshall said. “They can see their work, they can see what’s happening, and everything is organized for them.”

The software’s dispatch management tools also make it easy for office staff to see driver and vehicle availability. Marshall said that busHive uses a color-coded system with red and green boxes to show which drivers and vehicles are available at any given time.

Charter quoting and invoicing: busHive’s PC Miler integration significantly improved the company’s charter quoting process. Instead of manually calculating mileage using Google Maps, the software automatically generates accurate time and distance calculations for each quote.

“The quoting became much more accurate, much more professional looking, and much faster,” Marshall said.

The software also streamlined Denny Bus Lines’ invoicing processes. Marshall said that the company can now generate invoices more quickly and with better organization, helping to improve cash flow and accounts receivable management.

Maintenance tracking: busHive’s vehicle maintenance features have helped the company better track service schedules and vehicle history. Marshall said this has been particularly valuable for managing the company’s fleet of 70 school buses and 18 motorcoaches.

Vehicle utilization and record keeping: The software provides detailed insights into vehicle utilization and operational metrics that were difficult to track with manual systems. Marshall said that these insights have helped the company make more informed decisions about fleet management and resource allocation.

Cloud-based accessibility: Marshall said that one of busHive’s key advantages is that it’s cloud-based, which means staff can access the system from anywhere and data is automatically backed up.

“Everything is in the cloud, so we don’t have to worry about losing information or not being able to access what we need,” Marshall said. 

Customer service and training: Marshall praised busHive’s customer service and ongoing support. He said that the company’s support team is responsive and knowledgeable, making the transition to the new software much smoother.

“The support has been excellent,” Marshall said. “Whenever we have questions or need help with something, they’re there for us.”

Marshall said he took advantage of a business lull to implement the new software system and train staff on its features. This timing allowed the company to focus on the transition without the pressure of peak operational demands.

About busHive 

busHive develops user-friendly software platforms for tracking virtually all aspects of transportation. The company offers solutions for both school districts and school bus contractors, including trip management, driver compliance, and vehicle maintenance planning. Learn more at www.bushive.com.